Job Description

Job Summary:
The HR and Office Manager is responsible for strategically managing and streamlining Office, HR and administrative functions and managing the administration team. Ensuring smooth operations and a cohesive and positive working environment

Requirements
Key Responsibilities:
Human Resources:

1. Recruitment & Staffing:
   o Manage the entire recruitment process for mid- level staff by keeping a constant pipeline of talent, ensuring a thorough ZOHO Recruit database is maintained by the HR team, Using and optimising recruitment software, reducing time to hire, conducting preliminary interviews and sending offer letters.
   o Coordinate with visa process for all team members via online MORHRE system, using PRO to expedite if required.
   o Delivering inductions to junior/mid-level employees.
   o Ensure compliance with UAE labour law and up to date with new regulations
   o Ensure a structured off boarding and collection of company assets, work together with finance for final settlements.
2. Employee Records Management:
   o Maintain up-to-date employee records, including personal data, employment history, benefits, grievances/ disciplinaries and performance evaluations.
   o Ensure compliance with legal requirements and company policies in managing sensitive employee data.
   o Maintain a detailed record of employee attendance, annual leaves and coordinate with finance team for payroll
3. Compensation and Benefits:
   o Source health insurance policies each year ensuring the best value for money, fuel cards, expense claims, ILOE
   o Regularly benchmark and review total reward packages to ensure market competitiveness
4. Employee Engagement and Events:
   o Develop a budget and calendar for Organization events and team building activities
   o Be the point of contact for employee’s wellbeing and support
   Team & Performance Management
   o Develop and mentor team setting KPIs and reviewing job descriptions regularly
   o Ensure skills and knowledge are shared for succession planning, annual leave &sick leave
   o Review and monitor team performance, identifying any gaps and training needs
   Administration:
5. Office & Facility Management:
   o Oversee daily office operations, delegating and managing the admin team to ensure a clean and efficient work environment that maintains the Studio to ELE standards
   o Manage and purchase of office supplies, equipment and consumables, ensuring cost effectiveness
   o Coordinate with maintenance teams and Landlord agents to ensure the office is well-maintained and operational.
   o Supervise the cleaning team and ensure there is cover during holidays/ sick leave
6. Documentation & Filing:
   o Organize and maintain company records, files, and documentation, both physical and digital.
   o Ensure policies and procedures are regularly reviewed and updated and being followed
   o Maintain up to date records in ZOHO
   o Ensure that the ZOHO system is set up to provide the best possible data and workflows for accuracy
   o Keep a database of suppliers and coordinate with design/projects team to ensure libraries are up-to date
7. Meeting Coordination:

o Ensure meeting rooms for clients and ELE staff are tidy, scheduled and set up for meetings (e.g. Zoom), presentations

o Meets, greets and seats clients, prepares refreshments and alerts team members that their guest has arrived when the admin executive is not available/busy.

2. Sales and Executive Support

o Support the Sales and Management Teams when required preparing proposals and communication between client, projects team and finance

o Perform ad hoc duties as requested by the senior leadership team

o Ensure proper processes are followed by all team members when booking travel, expenses

o Book travel and accommodation when required

o Manage enquiries from Info email and WhatsApp and input to CRM